ToolkitCMA Help

Getting MLS Property Data
How do I save the MLS data using Internet Explorer 8?
How do I save the MLS data using Internet Explorer 9?
How do I save the MLS data using Firefox?
How can I choose where to save the MLS Data file using Firefox?
How do I save the MLS data using Google Chrome?
How can I choose where to save the MLS Data file using Google Chrome?
How do I save the MLS data using Safari?
How do I save the MLS data using Opera?

Setting up and customizing your Account
How do I edit my Agent Profile?
How do I change my Name?
How do I add or change my Agent Photo?
How do I add my Resumé information?
How do I add/edit my Customer References?
How do I delete Saved Presentations and Flyers?
How do I change the Recommended Price Calculations Settings?

Creating Presentations and Flyers
How do I create a Presentation?
How do I create a Flyer?
How do I retrieve a saved Presentation?
How do I retrieve a saved Flyer?
How do I import the Subject Property?
Which documents have content I can edit?

Miscellaneous
How do I Save my work?
Why can't I see the photo I want to load when I Browse from ToolkitCMA?
Why am I getting a message that the file is too large?
How do I make my photo smaller?
How do I save my Document Selections for future presentations?
How do I view larger samples of the Flyers?
What is a QR Code?
How do I generate a QR Code?
Why can't I see my QR Code when I Browse for it?

Getting MLS Property Data

How do I save MLS Data using Internet Explorer 8?
  1. Follow the steps on the MLS Download Guide.
  2. When the File Download box appears, click Save. Choose an appropriate filename and location. (You will need to remember where you saved the file in order to retrieve in a later step)
  3. When finished, click Save.

How do I save MLS Data using Internet Explorer 9?
  1. Follow the steps on the MLS Download Guide.
  2. When prompted to open or save the file, click on the down arrow next to the Save button and choose Save As. Choose an appropriate filename and location. (You will need to remember where you saved the file in order to retrieve in a later step)
  3. When finished, click Save.

How do I save MLS Data using Firefox?
  1. Follow the steps on the MLS Download Guide.
  2. When the Opening tk1.txt box appears, choose Save File and click OK. The file will be automatically saved in your download folder.
  • Windows XP - User Folder\My Documents\Downloads
  • Windows 7 - User Folder\DownloadsUser
  • MAC - Users\User Folder\Downloads

*Note - If your settings are set to "Always Ask me Where to Save Files", when the Opening tk1.txt box appears, choose Save File and click OK. Choose an appropriate filename and location. When finished, click Save.


How can I choose where to save the MLS data file using Firefox?
  1. Go to Tools, Options, General Tab.
  2. Uncheck Show the Downloads Window when downloading a file and choose Always Ask me where to save Files.

How do I save MLS Data using Google Chrome?
  1. Follow the steps on the MLS Download Guide.
  2. When the Opening tk1.txt box appears, choose Save File and click OK. The file will be automatically saved in your download folder.
  • Windows XP - User Folder\My Documents\Downloads
  • Windows 7 - User Folder\DownloadsUser
  • MAC - Users\User Folder\Downloads

*Note - If your settings are set to "Ask where to save each file before downloading" Choose an appropriate filename and location. When finished, click Save.


How can I choose where to save the MLS data file using Google Chrome?
  1. Click on the Wrench button, and choose Options.
  2. Type in Download and check Ask where to save each file before downloading.

How do I save MLS Data using Safari?
  1. Follow the steps on the MLS Download Guide.
  2. When prompted to open or save the file, click Save. (The file automatically saves into the User Folder\Downloads folder by default.)
  3. If the file opens automatically close the file as you will not need it opened.

How do I save MLS Data using Opera?
  1. Follow the steps on the MLS Download Guide.
  2. When the Downloading File box appears, click Save. Choose an appropriate filename and location.
  3. Click Save.

Setting up and customizing your Account - ('Preferences')

How do I edit my Agent Profile? (Preferences > Edit My Agent Profile)
  1. Click on the 'Preferences' button (on the right side of the Home Screen).
  2. Click on the 'Edit My Agent Profile' button.
  3. Enter your information. Any of the white boxes are editable, so you may add or change any of this information. There are 4 customizable field names that you may change and use for anything (e-mail, website, cell phone, etc.).
  4. The Agent Name is not an editable field, so it is not listed on this form.
  5. Click 'Save' to keep the changes and return to the 'Preferences' screen.

How do I change my Name?

The Name field is not editable by the user. If you need to make changes to your name, please contact Realty Tools Customer Service at 1-800-828-0970, Extension 3, or email support@realtytools.com. You may also contact your Company's ToolkitCMA Administrator to make a name change.


How do I add or change my Agent Photo? (Preferences > Add/Change my Agent Photo)
  1. Click on the 'Preferences' button (on the right side of the Home Screen).
  2. Click on 'Add/Change my Agent Photo'.
  3. Click the 'Browse' button.
  4. A new window will open up for you to choose the file to upload.
    ***File format must be one of the following file types: .jpg, .jpeg, .gif or .png. Photo may not exceed 3 megabytes in file size.***
  5. Navigate to the file and click 'Open' (or just double-click the file name).
  6. Click 'Upload' and your new picture will appear.
  7. You may click 'Cancel' if you do not want to keep the change.
  8. You may click 'Delete' to remove the photo.
  9. When you are finished, click 'Home' (in the upper right area of the screen) to return to the Home screen.

How do I add my Resume' information? (Preferences > Edit my Resume)
  1. Click on the 'Preferences' button (on the right side of the Home Screen).
  2. Click on 'Edit my Resume'.
  3. There are 5 sections with Default Headers that can be changed (Experience, Affiliations, Education, Community, Personal).
  4. Each section has 4 lines (60 characters each) to use for entering your credentials.
  5. Use the fields to add in your information. It will print exactly as you type it so be sure to use proper capitalization and punctuation.
  6. Click 'Save' to save your changes (or Cancel if the changes should not be kept).

How do I add/edit my Customer References? (Preferences > Edit My References)
  1. Click on the 'Preferences' button (on the right side of the Home Screen).
  2. Click on 'Edit Customer References'.
  3. There is a field for 'Title/Heading:' (named "Customer References" by default). This is an editable field so it can be changed to whatever title is preferred.
  4. There are 2 separate sections of References. Each section has a Sub Header ("Sellers..." and "Buyers..." by default). These Sub Headers can be edited. Each section has fields for 8 References.
  5. Enter your information as needed. Enter the Reference name in the first column (Reference). Enter the address of the Reference in the second column (Address). Enter the phone number of the Reference in the third column (Phone).
    6. Note: You may either use the mouse or 'Tab' key to move from field to field. You may paste in data as needed.
  6. Click 'Save' to keep the changes (or Cancel if the changes should not be kept).

How do I delete Saved Presentations and Flyers? (Preferences > Saved Presentations & Flyers)
  1. Click on the 'Preferences' button (on the right side of the Home Screen).
  2. Click on 'Saved Presentations & Flyers' button.
  3. Select the Presentation or Flyer you would like to remove.
  4. Click 'Delete Selected' (or Cancel if the changes should not be kept).

How do I change the Recommended Price Calculations Settings? (Preferences > Program Settings)
  1. Click on the 'Preferences' button (on the right side of the Home Screen).
  2. Click on 'Change Program Settings'.
  3. Use the 'Recommended Price Calculations Settings' to select which properties will be used to determine the value. 'Use only Sold properties' is checked by default. This setting can be changed to use 'ALL the selected properties' (regardless of status) if needed.
  4. Adjust 'Range' if needed. By default it is set to 3% below to 3% above the average of the Properties being used for the calculation.
  5. The Rounding can be changed. By default it will be set to round values up to the next hundred. The following options are available:
Do not round values.
Round values up to next hundred.
Round values up to next thousand.
Round values to nearest hundred.
Round values to nearest thousand.

Creating Presentations and Flyers

How do I create a Presentation? (Home > Select Presentation)
  1. Click on 'Create a Presentation'.
  2. Click on the Presentation Type you wish to create (Listing Presentation, Expired Listing Presentation, Buyer Presentation, etc.). The Presentation Types are listed on the left side of the screen.
  3. Mark the Documents to be included. The Documents available for each type of presentation will appear on the right-hand side of the screen for review and selection. Only documents with a check mark in the box beside them will be included in the presentation. To see a Sample of each Document, Click the document name. You may mark selections as you review them.
  4. Then click 'Next' (located at top and bottom of document list on the right side).
  5. The screens that follow will vary depending on which pages were included. For each document that is editable by user, a corresponding screen will come up for review/edit. Some documents are not editable and therefore will not require any input.
  6. Enter information as needed, and then click 'Next'. Continue to review each screen, edit as needed, and click 'Next' on each one.
  7. On the 'Get MLS Property Data' screen, Select your MLS Interface, Print Instructions and Follow each step exactly. (You will be instructed go to the MLS outside of ToolkitCMA and follow certain steps to acquire a download file that our interface will be able to read. You will save the data onto your own computer or storage device and then upload it into your Presentation.) Once you have downloaded the property data, click 'Import Property Data' to proceed to the next screen.
  8. On the 'Upload/ Add Listings' screen, Select your MLS Interface again and then browse/locate the Downloaded File on your computer/storage device and Upload that file into ToolkitCMA.
  9. When you get to the 'Create Presentation' screen, you may choose to either 'Create Presentation' or 'E-mail Presentation'. (Clicking these options constitutes Usage of the program for the current month).
  10. Click 'Create Presentation' to review, print and/or save. This will open the PDF in a new browser window.
  11. You may print or save from this new window by using the options available in your browser. In Internet Explorer, you may click 'File' and select the action you wish to perform ('Save As' or 'Print'). If you do not see the option for 'File', click the 'Alt' key on your keyboard to make it appear. Sometimes the print option is located in a section with a wrench icon or somewhere else in the Toolbar.
  12. Close the preview window and you will return to a Summary screen that can be Printed for future reference.
  13. You may choose to 'Create Another Presentation' or 'Save Presentation'. Be sure to Save any work that you want the program to retain.

E-mail a PDF: Use this option to generate an e-mail from ToolkitCMA
- Your sign-on e-mail address will automatically be in the cc: field.
- The e-mail will appear that it is from your (sign-on) e-mail address when it is received.
- The e-mail will have a link to the PDF. When the link is clicked the PDF will open for viewing.
- When the PDF link is clicked, an e-mail alert will be generated to you letting you know it was viewed. Whenever the link is clicked an alert will be sent.
- You must Preview the PDF prior to sending. The Send button will be grayed out until Print Preview has been clicked.

How do I create a Flyer? (Home > Create a Flyer)
  1. From the HOME screen of ToolkitCMA, Click on 'Create a Flyer'
  2. A page will open with the various flyer templates. Click on an image to enlarge the sample.
  3. Select a Flyer and Click 'Create this Flyer'.
  4. The 'Get MLS Property Data' screen will open.
  5. Choose the MLS from the drop-down list of choices in step 1.
  6. In Step 2, be sure to Print the Instructions and Follow them exactly.
  7. Step 3 will be accomplished by following instructions printed in Step 2. (Or, you may click Manual Entry and skip this screen.)
  8. Depending on the Flyer, there will be different information fields to complete.
    Headline: You may enter your own Headline or select from a drop-down list of choices.
    Bullets (Beds, Baths, etc.): Use these fields to enter key features of the property. Each bullet field has a name which is to be used as a guide only and does not print on the flyer. Only what is typed into the white box will print. Therefore, these fields can be customized to whatever information is preferred. If you prefer to see them as Bullet 1, Bullet 2 etc, click the drop-down menu to the right of 'Select MLS for specific field names:' and change it to 'None'.
    Remarks: The description of the property should be entered here. The Character Limitation is listed above each Remark section.
    Photos: One photo of the property will import from the MLS. Additional photos will need to be uploaded from your own storage device into ToolkitCMA. Click on the 'Browse' button, to the right of the Photo field. A box will pop up with a 'Look in:' option at the top with a folder already selected. Click the drop-down arrow to the right of this and navigate to the correct image to be uploaded. Select the photo and click 'Open' (or double-click photo) and a filename will appear in the Photo field of the Flyer. This means the photo loaded properly. Repeat as needed if there are multiple photo fields.
    QR Code: On some flyers, you are able to add a QR Code. There will be a field for it, just like there is for adding a photo, with a 'Browse' button next to it. The code needs to be in one of the following formats: .jpg, .jpeg, .gif, or .bmp. Click on the 'Browse' button to the right of the QR Code field. A box will pop up with a 'Look in:' option at the top with an area of your computer already selected. Click the drop-down arrow to the right of this and navigate to the correct image to be uploaded. Select the photo and click 'Open' (or double-click photo) and a filename will appear in the QR Code field of the Flyer. This means the image loaded properly.
  9. Review all fields for accuracy.
  10. Click 'Save' to save your flyer in our server. The 'Save' button is located in the upper right corner, next to 'Help' and 'Exit'. The screen will change and you will need to click 'Save' again (or 'Cancel' if changes should not be kept).
  11. Choose an output option: You can either Print to send it to the printer), E-mail a PDF of the Flyer (sends an e-mail with a link to the PDF- not an attachment) or Print Preview (to view on-screen, without printing).
  12. Click 'OK'.

How do I retrieve a saved Presentation?

The Saved Presentations are located under 'Presentations' on the left side.


How do I retrieve a saved Flyer?

The Saved Flyers are located under 'Flyers' in a drop-down list near the top of the screen.


How do I import the Subject Property?

Import the Subject Property along with your Comparables on the Get MLS Property Data Screen, and leave it unmarked on the Select Properties screen. Click 'Next' and continue to the Subject Property screen. Any unmarked properties will be available in a drop-down list near the top of the screen. Select the property from the drop-down and the fields will auto-populate. Note: If the Subject Property was downloaded from the MLS, it is considered an 'unmarked' property and when saving you must UNCHECK 'Save marked properties only' before completing the save or data will be lost.


Which documents have content I can edit?

Cover Letter: This document is to be used as an introduction to the presentation. You may use our pre-written text or customize it with your own words. The salutation will automatically fill in the name that was entered on the Prospect information screen.

Listing Presentation Cover Page with Subject Property: This document is intended to include a photograph of the Subject Property. If the subject property information was not imported with the comparables you will need to manually enter it. The photo will need to be uploaded from your own storage device by using the Browse button and selecting the image.

Customizable Summary CMA: This document allows you to summarize all the properties and choose which fields will be included.

Subject Property Page and Subject Property Page with Picture: These pages are dedicated to the Subject property and have fields to enter specific information about the properties attributes. On the Subject Property Page with Picture there will also be a field to upload the photograph. Use the Browse button and select the file. If you have imported the Subject Property along with your Comparables on the Get MLS Property Data Screen, and left it unmarked on the Select Properties screen, it will be available on the Subject Property screen to select from a drop-down list and the fields will auto-populate.

Price Adjusted CMA: This document is used to alter the Recommended Price Range by adding adjustments. The worksheet has the Subject Property and the Sold Properties in a side-by-side view with amenities listed under each one. You may enter additions or deductions based on their differences, using your knowledge of the current market values of each.

For instance, if the Subject has 3 bedrooms but the Comparable has 5, you would deduct the value of two bedrooms from the comparable.

Make sure you have entered the Subject Property information on the previous screen prior to advancing to the Price Adjustment screen in order to have that information auto-populate (adding the info later will not auto-populate and the information will need to be entered twice.)

- Enter a numeric value in the field to the right of the amenity you wish to make an adjustment to.
- No dollar sign is needed. The only punctuation that will be accepted on this screen is a Minus sign.
- Use a Minus sign in front of an amount to denote a negative value.
- Only 'Sold' properties are included on the Price Adjusted CMA in order to determine the most valid price range.
- The Recommended Price Range will reflect these adjustments.

Recommended Price Range: This document is dedicated to showing the Recommended List Price Range. The Recommended Price Range can be edited as needed. If you disagree with the range, you can change it. The range is calculated by using the Sold Prices of the Comparables and ranges 3% below to 3% above that average, by default. The Range and Rounding preferences can be changed or the Price Adjusted CMA may be included to gain a more accurate range.

Pricing Strategy Worksheet: This document explains the reasoning used to determine the Recommended List Price. You may use our pre-written text or customize it with your own words. The third paragraph includes an area for entering your Recommended List Price and should be edited before proceeding.

Estimated Net Proceeds Worksheet: This document will show the how much the Prospect can expect to NET when their property is sold at market value. Enter the List Price in the field at the top and use the other fields for deductions that are anticipated. Use the fields on the left to enter the description of each item and enter the cost for each one in field to the right. No punctuation should be used. ToolkitCMA will automatically subtract each value from the List Price. The Net Proceeds will be totaled at the bottom of the form.

Marketing Plan Worksheet: This document shows an itinerary for marketing a property. You may use our pre-written plan or customize it to make your own plan.

Miscellaneous

How do I Save my work?

The 'Save' button is located in the upper right corner of the screen. When you save, that becomes the restore point for the presentation. It is always best to save a complete body of work, by saving on the final screen.

- Click 'Save'
- The Save dialog box will open.
- Name the presentation and decide if you want to 'overwrite' or 'save as new'- Overwriting will replace the original work with the changes you have made, and the previous version will be deleted. If you want to keep previous version, use 'Save As New' and give it a slightly different name so you will know which version it is.
- This box has a setting called 'Save marked properties only'. This box is checked by default, and will only save the downloaded properties that were marked to beincluded as comparables. If the Subject Property was downloaded from the MLS, it would be considered an 'unmarked' property and you should UNCHECK the 'Save marked properties only' box before proceeding with save or data will be lost.
- The expiration date will be displayed here. On that date, the presentation will be deleted from our servers permanently.
- Click 'Save' again to save the presentation on our servers.

Why can't I see the photo I want to load when I Browse from ToolkitCMA?

File format must be one of the following file types: .jpg, .jpeg, .gif or .png. If the picture is in a different format, it will not be available for upload, even though it exists on your storage device.


Why am I getting a message that the photo file is too large?

The Agent Photo may not exceed 3 megabytes in file size. The image will need to be re-sized then uploaded again.


How do I make my photo smaller?

There are many programs available to edit and re-size images. There are also various camera settings that can be adjusted to compress the images. Other programs and products are not supplied or supported by Realty Tools Inc. We recommend consulting with your company's IT department and/or the camera vendor for help with this.


How do I save my Document Selections for future presentations?

Use the Save as Default button to save the preference of the document selection. Those documents will already be selected moving forward with new presentations.


How do I view larger samples of the Flyers?

Click on an image to enlarge the sample.


What is a QR Code?

A QR Code is a square, pixilated image that can be read by bar-code scanners and devices such as smart phones and iPods that have barcode scanning applications installed. When scanned, the QR Code opens the website, text, or other data that were encoded. Therefore, you can create a QR Code for the URL of the listing or your personal website so when a prospect scans it they are taken to a page where they can view more information about the property or you.


How do I generate a QR Code?

Use a QR Code Generator. (There are free QR Code Generators available online). Enter the URL (or text) you want people to see and click to generate the code. Then, right-click the image of the QR Code and click 'Save Picture As'. Make sure the file format is .jpg, .jpeg, .gif, or .bmp and select a location where you will be able to find it later. Then click 'Save'.


Why can't I see my QR Code when I Browse for it?

The file is probably in an incompatible format. ToolkitCMA accepts these file types: .jpg, .jpeg, .gif, or .bmp.


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